IMAP to Hosted Exchange Migration Guide

Introduction

This is the complete onboarding task flow for migrating mailboxes from IMAP systems to Hosted Exchange.

Complete each step in the order listed. Links to corresponding Knowledge Base articles are provided.

Due to API limitations, IMAP migrations will only migrate mail items.

The MSPComplete section includes steps to deploy the Device Management Agent (DMA) to end users. Deploying DMA to end users is a prerequisite if you will be using DeploymentPro.Note: The steps in this guide for DMA and DeploymentPro are only necessary if end users are using Microsoft Outlook as their email client.

DeploymentPro can possibly be used to configure the Outlook profiles, however, it is not officially supported for use with Exchange.Note: DeploymentPro is included with the User Migration Bundle license. DeploymentPro cannot be purchased as a standalone service license, and it cannot be added to the single-use mailbox migration license. If you wish to remotely configure Outlook mail profiles using DeploymentPro after a migration, purchase the User Migration Bundle license.

We can only migrate mail items that are stored on the IMAP server. Verify that a copy of the mail remains on the server. If there is no mail on the IMAP server and it's stored in a local PST, use the PST migration process. If the data is stored in a local Outlook OST file (Outlook 2013 and Outlook 2016), export the mailbox to a PST and use the PST migration process.

MigrationWiz is a migration solution (not a synchronization solution) and will NOT propagate updates, deletes, or moves of the items previously migrated in the first migration pass because we do not have “live” monitoring of changes (as with a sync agent) and we cannot handle scenarios such as conflict resolution without user interaction.

MigrationWiz supports the capability to share migration projects across a Workgroup. When the Project Sharing feature is turned on, all Agents besides those who are Inactive can view all migrations projects. For more information, visit Project Sharing in MigrationWiz.

Prerequisite

There are many different versions of IMAP mail systems available. For this reason, we recommend running a trial migration on one or more mailbox(es) prior to the actual full migration project.Note: Once the trial migration completes, check on the folder structure at the Destination to ensure that the directory structure is as desired. KB004671

Prepare the Source Environment

Test connectivity to the IMAP server, by going here. Fill in the form, and click the button marked Test.

Export user list to a CSV file.Notes:

Administrator accounts with at least read rights can export a user list.

If you do not have an administrator account, you need to ask your IMAP host to provide you with a complete user list, in CSV file format.

This CSV file will be used to bulk add users into your MigraitonWiz mailbox project.

Prepare the Destination Environment

Set up user accounts

Ask the Hosted Exchange provider to create an account for migration that has full access permissions to all mailboxes.Notes:

If you do not provide an admin account when setting up your Destination endpoint, it will be necessary to provide SMTP email addresses, login names, and passwords when adding Destination users to your MigrationWiz project. If you do provide an admin account, you only need to provide the SMTP email addresses.

Enter the server port. As a general rule, the server port will be either 143 or 993 (if using SSL).Note: If using SSL, checkmark the Use SSL box.

Click Endpoints > Add Endpoint > + Find My Service Provider button > click the down arrow in the Service Provider field, and select the Hosted Exchange Provider (taking care to select the correct version of Exchange that the customer is running). This will auto-populate the Outlook Web Access URL with their verified URL. (Or, instead of clicking on the + Find My Service Provider button, click the Exchange Server 2003+ button and manually enter the Outlook Web Access URL.)

Click the Provide Credentials radio button, and enter the admin account credentials. These are the credentials that you obtained from your Hosted Exchange Provider when following the steps under the "Prepare the Destination Environment" section of this guide.

For the Source endpoint:

For the Destination endpoint:

Purchase licenses. We recommend that you purchase the User Migration Bundle license for this migration scenario. User Migration Bundle licenses allow multiple types of migrations to be performed with a single license. They also allow DeploymentPro to be used to configure Outlook email profiles. Refer to these articles for more information:

Deploy DMA to users. Once DMA has been deployed to users, check the Users tab in MSPComplete. This will be populated with the user accounts that have DMA installed. DMA can be deployed by either of these options:

Via Group Policy Object (GPO).Note: This is the recommended methodology because no end user interaction is required. ​KB005412

DeploymentPro Steps

Launch DeploymentPro.

Enter the Domain.

Select the Destination endpoint.

Checkmark the Auto-populate box.

In the Client Interface Configurations section, upload your company logo and add supporting text.Note: We strongly recommend doing this, because this is the logo and text that end users will see in a desktop pop-up when they are prompted to reconfigure their Outlook profiles. If you do not upload your own logo, the default BitTitan logo will be included instead.

Save and continue.

Go to All Products > DeploymentPro and follow the prompts to launch.

Select a customer from the list by clicking on the customer name.Note: The status column will show enabled when a customer account has had DMA deployed.

Configure the customer DeploymentPro module:

Activate DeploymentPro module for users.

Either select all users (by check-marking the box to the left of the Primary Email column heading) or select the individual users (by check-marking the boxes to the left of the user email addresses).Note: DeploymentPro is included with the User Migration Bundle license. DeploymentPro cannot be purchased as a standalone service license, and it cannot be added to the single-use mailbox migration license. If you wish to remotely configure Outlook mail profiles using DeploymentPro after a migration, purchase the User Migration Bundle license.

Click the Schedule Cutover button.

Schedule the profile cutover date.

Set the date and time for the Outlook profile configuration to occur, and click the Schedule Cutover button.Notes:

The DeploymentPro module will install on user devices immediately and then run silently until this date.

The profile cutover date should be set to a date and time that is shortly after MX record cutover

On the profile cutover date, users will be guided through the reconfiguration of their Outlook profile.

MigrationWiz Steps

Add the accounts (also referred to as "items") that will be migrated to the project. KB004842

If you have an admin account on the Source IMAP system, the format will be as follows.Note: Most IMAP systems do not support administrative credentials. Refer to KB004344 for a list of supported IMAP systems.

Source Email: SMTP email address.

Source Login Name: Consists of two combined names: the user name of the person whose email is being migrated, and the user name of the mailbox admin account. For example, for Exchange IMAP: Domain/Admin_UserName/User_UserName.Important: To determine the correct format to follow for this value, refer to KB005830.

Source Password: Enter the administrator's password.

If you do not have an admin account, enter the Source Email addresses in the Source Email column, and checkmark the I don't know the login name and password for the Source mailboxes box.

Note: Users will then be requested to provide their credentials during the migration process.

For the Destination, you only need to enter the Destination email address of each user.

MX Record Cutover. Change over MX records on the DNS provider's portal. Also, include the AutoDiscover (CName) setting.

Send email to end users to let them know what to expect for their Outlook profile reconfiguration. If using DeploymentPro, refer to KB005799 for some sample text and screen shots that can be included in this email.

Steps: Click the Edit Item icon to the right of the item that you wish to edit > Under the Support section, enter the support option: AllowQuoteInFolder=1 > Click Save Item > Select the line item in your MigrationWiz dashboard > Click Start > Retry Errors

Note: If errors are listed in the MigrationWiz dashboard with the following error message: "Unexpected extra arguments to Examine Context: FolderNameWithQuote", then follow the steps below to add the support option flag AllowQuoteInFolder=1 at the item level, and run retry errors. KB005859

Look through the user list and click any red "failed migration" errors. Review the information and act accordingly.